How To Align Milestones Between Google Calendar and Asana
Every organization has a work hub, that one tool where most of your tasks go through at some point. It’s where stakeholders check in on a project’s progress, project managers dispatch work, and individual collaborators report on what they’re doing. But not everyone needs to use a work hub — or has the time. Some stay in a specialized tool for most of their workday. Others get by with just their inbox and a calendar.
That’s why you need to sync valuable information from your work hub to the places where the rest of the organization gets things done. Here’s how you can do that between Asana and Google Calendar.
Why sync milestones to Google Calendar?
There are people in your organization who spend most of their day bouncing between their inbox and their calendar. That means they don’t have a lot of visibility on the meticulously thought-out dependencies, milestones, and tasks outlined in your work hub of choice.
Sure, you could ask them to check in on your tool more. But salespeople, managers, and executives don’t always have the time to do that. They’re usually stepping in and out of meetings, going on the road, or lining up back-to-back calls.
By using an integration that syncs important milestones and due dates from your work hub to their calendar, you’re giving everyone visibility on what’s coming up through a platform they use every day. That means you don’t have to remind them of important dates and they can plan around them.
Why use Asana and Unito?
Asana is one of the most popular work hubs on the market today. Its projects are thoroughly customizable. Custom fields let you tailor individual tasks to your needs while project views give you the ability to display your project in whatever way makes the most sense. It also boasts robust reporting features and milestones — special tasks used to highlight important dates. Note that, while Asana is being used in this example, you can use any project management tool Unito integrates with Google Calendar, like Trello, Jira, ClickUp, and more.
Unito is a no-code workflow management platform with the deepest two-way integrations for the most popular tools on the market. In just a few minutes, you can build a Unito flow that syncs milestones from Asana to Google Calendar and keeps everything up to date between them. That’s why it’s such a strong choice for this workflow.
How to sync Asana milestones to Google Calendar
This article will show you an overview for experienced Unito users. If you prefer a more detailed step-by-step guide, you can check out this guide to syncing Asana tasks to Google Calendar events. For this workflow, we’ll be syncing the milestones from an Asana project to a Google Calendar. I’ve set up a dummy Asana project with fake milestones to build this flow with.
To start building your flow, you’ll first want to connect both Asana and Google Calendar to Unito. This gives Unito the permissions it needs to sync information between the two tools.
Next, you’ll need to choose the Asana project and the Google Calendar you want to connect.
After that, it’s time to choose between a two-way and one-way flow. Most of the time, you’ll want to set up a two-way Unito flow, which automatically creates new work items in both tools. However, if you just want Asana milestones to show up in Google Calendar, you’ll want to make this a one-way flow. Otherwise, you’d see new milestones created in Asana for each new event in Google Calendar.
Now it’s time to set up your rules. There are two important steps here. First, you’ll want to delete the Creation date trigger.
That will allow past milestones to be synced to Google Calendar. Otherwise, only new milestones — created after your flow is launched — will be included. Unito adds this rule by default so you don’t sync a ton of historical data when connecting your projects. In this case, though, you don’t need it.
Once that rule is deleted, you’ll want to add a new trigger to only sync milestones, rather than all Asana tasks. Start by clicking Add a new trigger, then click on Task type.
Next, choose Milestone in the Select a value dropdown.
After that, your rules screen should look like this.
Now, all open milestones from Asana will be synced to Google Calendar. Any other tasks won’t be synced.
With your rules all set up, it’s time to customize your field mappings.
Note that Unito automatically maps similar fields to each other, so you won’t have much work to do here. You can always add new mappings — by clicking on +Add mapping — to sync Asana tags, event types in Google Calendar, and more.
Once your field mappings are done, it’s time to launch your flow.
After launching your flow, Unito will take a few minutes to perform its initial sync, and you’ll see your milestones pop up in Google Calendar!
Want to know more about this integration?
Find out what Google Calendar fields Unito supports and how you can use them.